Regional Admin - Chennai

Role Overview

This position is accountable for managing contractual employee payments, supporting services for the IB and Back Office functions, and overseeing stationery ordering, distribution, and reconciliation for the Back Office. It also covers vendor payment control, processing of OPEX and CAPEX payments, monthly accounting accruals, capital commitments, and preparation of MIS and expense allocation reports.

Job Context and Key Challenges

The role must keep pace with frequent updates to state and central minimum wage rules and statutory requirements, and ensure these are built into processes to avoid any labour-law related issues. Another key expectation is to support business needs by ensuring the availability of quality contractual resources within the fixed-cost framework.

Key Result Areas

• Timely OPEX and CAPEX payment processing: Maintain daily repair and purchase tracking so bills can be monitored and payments released on time. Bills must be processed strictly as per agreed terms, without any deviation from contract rates. Monthly vendor reconciliation is required, and no expense should remain outstanding for more than two months. A quarterly no-dues certificate must be obtained from vendors to prevent later claims. Expense allocation must be completed monthly under the correct codes, along with the required reporting.
• Monthly accruals, capital commitments, MIS, and expense allocation: Track all monthly expenses against paid bills, issued purchase orders, or completed work. Submit monthly accruals and maintain function-wise records of spend. Monitor budgets against actuals and flag variances to the HOD for quick corrective action. Submit a fully accurate expense MIS two days before the due date, including variance analysis, justification, and control inputs where there is an adverse variance. Track all POs and raise capital commitment entries for items not capitalized before month-end closure.
• Stationery management: Arrange stationery procurement and distribution on time. Issue stationery only against online requisitions. Prepare a monthly MIS of available stock from the stationery management system and match it with the physical stock on hand. Source stationery in a cost-effective manner and find ways to reduce usage and overall spend.
• Contractual employee hiring management: Maintain headcount counts and ensure resource supply aligns with planned requirements and approved wages as per the state minimum wage. Ensure every hired resource has a valid tenure and that profiles are uploaded into the attendance system. Remove resources from the system once their validity ends unless there is an approved continuation plan.
• Contractual employee payment management: Release payments only after receiving 100% attendance through the system, with salary disbursement based purely on online attendance records. Ensure vendors pay their resources before the 7th of each month. Confirm ESIC and PF deposits are made within the authority’s timelines, and process vendor bills only after proof of payment is received. Ensure wages comply with state minimum wage notifications and that ESIC and PF are calculated correctly. Prepare and attach monthly observation reports with payment invoices and close all queries before payment processing. Conduct an annual review of PF and ESIC deposits based on filed returns.
• Additional KRA: The source content continues with a KRA6 heading, but the detailed text is not visible in the provided material.

Process and Compliance Expectations

The role requires close monitoring of statutory compliance, vendor documentation, employee validity records, attendance-based payroll controls, and regular reconciliation of all related expenses and obligations.

Additional Information

The source indicates a contract position based onsite in Tamil Nadu, India. No salary, stipend, duration, start date, application deadline, or number of openings was provided in the supplied text.